Museum Shop Operations Lead & Inventory Coordinator

Hillwood; Washington (District of Columbia); On-site; USD 48,000 - 60,000; Full time

Benefits offered by this job

Health coverage with HSA

Retirement savings plan with employer

Life and disability insurance

Metro commuter benefits

Paid time off

11 paid holidays

Mental wellness support

Employee discounts

Free museum admission

Free on-site parking

Job summary

Hillwood Estate, Museum & Gardens is seeking a Retail Operations Coordinator to balance administrative duties with hands-on support in the Museum Shop. You will work with shop leadership, accounting, marketing, vendors, and the sales team to keep records accurate, deadlines on track, and the shop prepared for busy periods.

You will prepare daily sales summaries, process invoices, and manage schedules, pricing, and pop-up operations.

Qualifications

• Strong attention to detail and the ability to maintain accurate financial and operational records.
• Excellent organizational skills and the ability to manage multiple priorities and deadlines.
• Confidence working with spreadsheets, basic financial reporting, and computer-based administrative systems.
• Experience with point-of-sale systems or the ability to learn new systems quickly.
• Strong written and verbal communication skills and the ability to work effectively with a diverse team and clientele.

Responsibilities

• Preparing daily Museum Shop sales summaries and submitting reports to Accounting.
• Processing vendor invoices, maintaining expense and payment records, and helping ensure vendors are paid accurately and on time.
• Preparing end-of-month reports from the point-of-sale system and Shopify.
• Coordinating change requests with Accounting and collecting required documentation, including W‑9s from new vendors.
• Maintaining organized and accurate SharePoint records, including budget and invoice logs, sales and visitation data, meeting minutes, sales goals, and other operational documents.
• Creating and maintaining Museum Shop staff schedules at least 3–4 weeks in advance to ensure appropriate coverage.
• Coordinating operational details for pop‑up shops, including inventory, pricing and tagging, marketing materials, tables, setup, and event inventory.
• Maintaining the shared marketing calendar for events, promotions, and new products and coordinating updates with the Marketing team.
• Monitoring Museum Shop supplies, including packaging materials and receipt paper, and placing orders as needed.
• Preparing onboarding materials for new hires and distributing and posting minutes from bi‑monthly team meetings.
• Supporting back‑office functions, including reviewing invoices, tracking sales information, and completing other administrative tasks.
• Stepping onto the sales floor as needed to provide excellent customer service and point‑of‑sale support.
• Participating in the Museum Store Association (MSA) community through professional development, networking, and industry engagement.

Skills

Attention to detail

Organization

Communication

Problem-solving

Customer service

Tools

Point-of-sale systems

SharePoint

Shopify

Job description

Hillwood Estate, Museum & Gardens is seeking a Retail Operations Coordinator to balance administrative duties with hands-on support in the Museum Shop. You will work with shop leadership, accounting, marketing, vendors, and the sales team to keep records accurate, deadlines on track, and the shop prepared for busy periods.

You will prepare daily sales summaries, process invoices, and manage schedules, pricing, and pop-up operations.